Planning your own wedding can get a little stressful, especially if you don’t have a wedding planner or coordinator to help you. Not only will you have to plan the whole wedding yourself, but you would also have to go through the site visits and meetings with probable vendors needed in the event. Taking this into consideration, do you have any idea when to book hotel block for wedding?
Setting up the accommodations for the guests at the wedding ceremony can be troublesome. It requires proper coordination and consideration with other aspects of the event, including the location, the number of guests, the transportation or shuttle to and from the hotel to the wedding location, and more. However, what’s even more important is planning the date when to book hotel block for wedding to secure it and adjust the plan accordingly.
What is a Hotel Block?
A hotel room block or a hotel block is the reservation of ten or more hotel rooms to serve as accommodation for important guests for your wedding. While it is not entirely necessary, securing a hotel block is more common for out-of-town wedding ceremonies where the event’s location is relatively far for most guests, thus making it ideal to rent a room for the big day.
When to Book Hotel Block for Wedding?
One of the most asked questions regarding reserving hotel blocks is when to book hotel block for wedding? Taking into consideration the risk of not finding a hotel at all to house your guests for the big day, some find it extremely important to secure a hotel block as soon as possible. But how soon is soon?
While some may go vague by saying as soon as possible, we estimate the range for the best or most suitable time to reserve a hotel block is well within 3 to 8 months before the wedding date. To be more specific, you should start negotiating for a hotel block reservation while also securing the wedding location and other services needed in the wedding ceremony. The 3 to 8 months time frame is enough to adjust certain aspects of the wedding plan, such as the florist and sound systems that can be easily replaced and accomplished in a couple of days.
Prioritize securing the site of the wedding ceremony and the hotel as it would be difficult to find last-minute replacements or alternatives for any of these two. Also, be wary of reserving one without securing the other as it would be difficult to put down a down payment on the site of the wedding ceremony, then finding out that there are no available hotels in the area or securing the hotel when the wedding site suddenly becomes unavailable.
Looking for Hotels
Figuring out when to book hotel block for wedding is one thing, but how do you look for the best possible hotel for the wedding? There are several things to consider and look into when choosing the accommodation for your wedding.
First off, the budget. Let’s face it, hotel rooms are not cheap, and reserving several rooms for at least a day or two for the wedding could easily cost you over a thousand dollars. Do intensive research on the hotels and resorts around the area that could save you a little more than the usual cost.
In terms of location, the best hotel for your wedding does not necessarily need to be within walking distance from the wedding ceremony site. Some hotels may offer a shuttle or transport service so you wouldn’t have to worry about how guests are going to come to the ceremony coming from the hotel and back. Otherwise, guests could simply carpool with each other. By not limiting your choices in terms of location, you would have relatively more options for the most suitable hotel that fits with your budget.
How to Negotiate Contract Terms for the Hotel Block?
Reserving the hotel block for your wedding is fairly easy. However, what is even more tricky is trying to negotiate the contract terms for the hotel block to get the most discount, amenities, or services possible. Keep in mind that negotiating your contract does not have to become aggressive or an all-or-nothing type of situation. Rather, it is a simple conversation where you try to come up with the most reasonable price possible.
To effectively start negotiating your contract terms, you first have to know what you want. For hotels that provide several amenities and services, pick the most important and relevant items for the guests and the wedding, such as a shuttle service, free Wi-Fi, restaurant perks, complimentary room for bride and groom, and complimentary breakfast, and the likes. Remember that you don’t have to come on too desperate or aggressive, but simple questions such as “is there a more affordable option?” or “what other services can we avail at a discounted price?” could start the conversation for negotiation.
When dealing with the hotel’s representative, remember to be courteous and respectful while also being wary of ways that could influence the flow of the conversation. For one, do not mention anything about your allocated budget as it will most likely be the base for any offer from the hotel. Also, ensure that the contract is satisfactory on both sides so that both parties are getting what they want comfortably without feeling abused or taken advantage of. Find out more about hotel services.
Setting up everything for your wedding can be tough, but things can slowly unravel for you with a little help. It could be as stressful as it should be, but early planning can help ease out that stress. Planning for accommodations for the wedding takes a lot of time, effort, and money. Thus, it is relatively important to do enough research and know when to book hotel block for wedding, what kind of hotel to look for, and how to negotiate contract terms for the hotel block so that you get the most out of what you’ll pay for.